Data Administrator in Mansfield

The Admin Support role is integral to ensuring the accuracy and efficiency of patients' records and administrative processes within the practice. The successful candidate will be responsible for coding clinical information, supporting administrative tasks and contributing to the smooth operation of the practice.

Main duties of the job

• The predominant focus on the role is the management of the LTC recalls, claims and clinical reporting.
• Having an awareness of the clinical coding for medical correspondence received by the practice into patient records to support the team with the entry of these letters in a timely manner using a high level of accuracy.
• As a multi-function role, the expectation is for you to cover administrative duties at the need of the practice, especially at times of annual leave and/or sickness to ensure consistent management of results, premises and Health & Safety management.

About us

Roundwood Surgery operates from a purpose-built surgery in central Mansfield and benefits from a smaller branch surgery in Forest Town. We have a practice list size of approx. 13,000 and operate as a clinical training practice for junior doctors and medical students. We are a team of 5 GP Partners, 2 Salaried GPs, 1 Advanced Nurse Practitioner, 4 Practice Nurses, 2 Health Care Assistants, 1 Phlebotomist and a full complement of experienced reception and administration staff. Our core values are to ensure high quality patient-centred care, to promote an environment of openness, support and care for our patients and staff, to act professionally with integrity and provide a supportive and fulfilling environment where learning, education and development is at the heart of what we do.

Job responsibilities

• Administrative Areas: With a high level of accuracy around general administrative duties including specific attention to detail with data entry such as reporting, claims, recalls, results admin, premises and health & safety admin.
• Manage workflow into the Practice such as clinical letters, Accurx messages, emails and tasks in a timely manner.
• Supporting the Practice Management in the creation, review and maintenance of practice communications and materials such as practice policies and procedures in line with mandatory updates.
• Assist in the extraction and reporting of data audits, quality improvement initiatives and practice performance monitoring.

• Clinical Coding: Accurately read code clinical information using the appropriate coding systems received from external sources to ensure comprehensive and up-to-date patient records.
• Responsible for read coding and linking to existing and new problems.
• Responsible for summarising new patient records received into the Practice (Lloyd George records) in a timely manner.
• Management of the workflow system for correspondence received electronically or manually scanned for coding into patient records.
• Triaging documents that need clinical action and forwarding to the most appropriate clinical team for timely action such as Doctors or Pharmacists.
• Collaborate with healthcare professionals to clarify and verify clinical information as needed.
• Ensure data quality and integrity by regularly reviewing and updating of patient information in line with governance standards and the provision of GDPR.
• Maintain an understanding of current coding guidelines and updates.
• Work closely with clinical and administrative staff to support the delivery of high patient care.
• Participate in team meetings and contribute to the continuous improvement of practice processes.
• Prioritise the support for Clinical Coding or Administrative duties during times of annual leave or sickness.
• This is a reactive role and can be fluid in its delivery; the list is not exhaustive and there is a requirement to support team members as and when required.

Person Specification

• Qualifications: Good knowledge of medical terminology, GCSE grade A to C in English and Maths, IT literate in Microsoft, specifically Word & Excel, experience of using a clinical IT system, Clinical Coding training (external course), competent in the use of Office and Outlook, 2 years experience of working in a Primary Care setting.

• Skills and Abilities: Medical terminology, ability to prioritise workloads, good interpersonal skills, ability to meet tight deadlines, ability to make decisions, ability to work under pressure, ability to multi-task.

• Experience: Medical terminology, knowledge of the NHS and other key agencies providing care, excellent communication and interpersonal skills including the ability to provide information in different formats, ability to work unsupervised, evidence of collaborative working, use of Windows-based software, Microsoft Office and internet, decision making and problem-solving skills, knowledge of Confidentiality and GDPR, excellent interpersonal and communication skills, ability to work flexibly providing cover to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately.

Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.